Handling mid-tenancy maintenance requests is an inevitable part of being a landlord. From a dripping tap to a faulty boiler or a broken lock, the way you manage these issues can affect tenant satisfaction, property condition, and even your legal responsibilities.
At PTL Lettings, we support landlords in simplifying property management, including handling mid-tenancy maintenance requests, to keep things running smoothly and tenants happy. Whether you rent out a single property in Peterborough or have a portfolio of rentals, having a clear process for dealing with maintenance requests can save you time, money, and hassle.
Here’s how to manage mid-tenancy maintenance requests efficiently while keeping your property in excellent shape.
Encourage Open Communication with Tenants
The first step in handling maintenance efficiently is ensuring tenants feel comfortable reporting issues. If tenants delay reporting a small leak or faulty wiring, it could lead to more significant (and potentially costly) problems later.
- Provide multiple contact options: Some tenants prefer emails, while others find a phone call easier. Consider an online reporting system for streamlined communication.
- Be clear in your tenancy agreement: Specify how and when tenants should report maintenance issues.
- Respond promptly: Even if the repair isn’t urgent, acknowledge the request quickly to show tenants you take their concerns seriously.
Pro tip: Set up an automated email or text acknowledgment system so tenants know that their request has been received.
At PTL Lettings, we ensure that when handling mid-tenancy maintenance requests everything is documented, acknowledged, and handled promptly, giving landlords and tenants peace of mind.
Categorise Maintenance Issues by Urgency
Not all maintenance requests require immediate attention, so it’s helpful to categorise them into the following groups:
Emergency Repairs (24-hour response)
Issues that pose a safety risk or could cause severe damage, such as:
- Gas leaks
- No heating or hot water
- Burst pipes
- Electrical faults
Action: Call an emergency contractor immediately and keep tenants informed.
Urgent but Non-Emergency Repairs (48-hour response)
Problems that disrupt daily life but don’t pose an immediate danger, such as:
- A broken oven
- Leaking taps
- Faulty locks (unless security is an immediate issue)
Action: Book a tradesperson promptly, giving tenants a clear timeframe for repairs.
Routine Maintenance (1-2 weeks response)
Less urgent issues like minor wear and tear, painting, or small leaks.
Action: Schedule repairs at a convenient time for both you and the tenant.
Pro tip: Having a pre-approved budget for small repairs speeds up the process and prevents delays.
Build a Reliable Network of Tradespeople
Every landlord needs a trusted list of contractors for handling mid-tenancy maintenance requests swiftly. Delays in finding a plumber or electrician can frustrate tenants and potentially lead to more damage.
- Keep a list of go-to professionals (plumber, electrician, handyperson, locksmith)
- Establish a good relationship with local tradespeople for priority service
- Consider working with a letting agent in Peterborough to streamline property maintenance
PTL Lettings has an extensive network of vetted tradespeople available for landlords who need fast, reliable maintenance solutions.
Pro tip: Have a backup for each type of contractor in case your usual one is unavailable.
Stay Compliant with Landlord Responsibilities
Landlords with a property to let in Peterborough must comply with legal obligations when it comes to property maintenance. Some repairs are required by law, and failing to address them can result in fines or legal action.
Key Responsibilities Include:
- Ensuring the property is structurally safe
- Repairing heating and hot water systems
- Keeping gas, electricity, and plumbing in working order
- Fixing any issues affecting tenants’ health and safety
Pro tip: Schedule annual property inspections to catch potential issues early.
At PTL Lettings, we take the stress out of compliance, ensuring your rental property meets all legal requirements while keeping tenants satisfied.
Budget for Maintenance Costs
A well-maintained property to rent in Peterborough retains its value and attracts long-term tenants, but unexpected repairs can be costly. Landlords should set aside a maintenance fund to cover repairs without financial strain.
- Recommended maintenance fund: 10% of annual rental income
- Set up a contingency plan for major repairs (roof leaks, boiler replacement)
- Consider landlord insurance for emergency cover
Pro tip: Investing in preventative maintenance can save thousands in unexpected repairs.
Keep Tenants Updated on Repair Progress
One of the biggest frustrations for tenants is not knowing when an issue will be resolved. Providing regular updates builds trust and improves landlord-tenant relationships.
- Confirm receipt of the request immediately
- Provide an estimated repair timeframe
- Follow up to ensure the problem has been resolved satisfactorily
Pro tip: If a repair is delayed, let tenants know why and when it will be fixed.
Work with a Property Management Company in Peterborough
For landlords managing multiple properties or those short on time, hiring a property management company in Peterborough like PTL Lettings ensures that maintenance is handled professionally and efficiently.
- 24/7 emergency response to tenant issues
- Vetted network of trusted contractors
- Legal compliance support to avoid costly penalties
Pro tip: A property management company in Peterborough can help reduce stress, handle repairs efficiently, and free up your time while ensuring your tenants remain happy.
What Next?
Handling mid-tenancy maintenance requests efficiently is crucial for keeping tenants satisfied and properties in top condition. By setting clear communication channels, working with trusted contractors, and staying on top of repairs, landlords can avoid unnecessary stress and ensure their investment remains profitable.
If you’d like to simplify property maintenance and have experts handle it for you, PTL Lettings, a trusted property management company in Peterborough, can take care of everything – so you don’t have to!
Get in touch today. Call us on 01733 555183 or email info@ptl-lettings.co.uk to find out how we can help.
In the meantime, we’ve answered some of your common questions about mid-tenancy maintenance requests.
FAQs
Who is responsible for mid-tenancy maintenance?
Landlords are responsible for essential repairs, while tenants must handle minor maintenance like changing light bulbs and keeping the property clean.
How quickly should landlords respond to maintenance requests?
Emergency repairs should be handled within 24 hours, urgent issues within 48 hours, and routine maintenance within 1-2 weeks.
Can a tenant withhold rent if repairs aren’t done?
Tenants cannot legally withhold rent, but they may report serious maintenance issues to the council, which can enforce repairs and issue fines to landlords.
Should landlords use a maintenance contract or service plan?
Yes, having a contract with trusted tradespeople or a property management company in Peterborough ensures faster, hassle-free repairs.
Looking for hassle-free property management? Contact PTL Lettings today.
